What are the responsibilities and job description for the Manager, Retail Lease Administration position at AvalonBay Communities?
Overview
AvalonBay Communities, Inc., an equity REIT, has a long-term track record of developing, redeveloping, acquiring and managing distinctive apartment homes in some of the best U.S. markets, and delivering outsized, risk-adjusted returns to shareholders. With equal parts experience and vision, we’ve established a leadership position rooted in our purpose of creating a better way to live and that is always focused on building value for the long term.
Creating a better way to live is the purpose that binds AvalonBay associates. We take that purpose seriously and expect you will as well. By focusing on collaboration, innovation, and taking ownership of our choices and actions, we act in ways that focus on creating value for our customers, investors and associates. Your positive, professional, and consistent personal interactions make AvalonBay a great place to work.
The Role
The Manager, Retail Lease Administration is responsible for end-to-end retail lease administration across AvalonBay’s mixed-use portfolio, owning lease data integrity, billing accuracy, reconciliations, compliance deliverables, and tenant account administration.
This role will operate in a systems-driven, technology-enabled manner, leveraging MRI Commercial and connected platforms, automation, standardized workflows, dashboards, and AI-assisted document review and summarization (within company policy) to improve accuracy, scalability, and operational resilience. The Manager will partner closely with Accounting, the Customer Care Center, Cash Management, Legal, Residential Services, Asset Management, and Finance to ensure lease obligations are executed consistently, risks are surfaced early, and revenue is protected.
This role is well suited for a detail-oriented, solution-minded professional who takes pride in building clarity, consistency, and strong operating discipline. The ideal candidate thrives in an environment that values operational rigor, continuous improvement, and cross-functional partnership, and is comfortable working through complexity while contributing to a disciplined, high-performing operating environment.
Essential Responsibilities
Minimum Qualifications:
We know that our teams are the beating heart of our success and we’re committed to showing our appreciation.
We Offer
Comprehensive benefits — health, dental and vision, 401(k) with company match, paid vacation and holidays, tuition reimbursement, an employee stock purchase plan and more. Click on Benefits (https://jobs.avalonbay.com/benefits) for information.
Growth based on achievement and promotion from within.
Associate recognition (a company-wide recognition program that celebrates associate efforts and successes in contributing to the overall success of the organization – including destination awards, ‘AvalonBay’s Very Best’ recognition program and others!).
A 20% discount on our incredible apartment homes.
A culture built on purpose and our core values - A Commitment to Integrity, A Spirit of Caring, and A Focus on Continuous Improvement.
Additional Info
AvalonBay is proud to be an equal opportunity employer and is committed to an inclusive and diverse work environment free of discrimination and harassment. We believe that in order to achieve our purpose of creating a better way to live, we must recruit, develop and retain associates with a wide range of backgrounds, experiences and perspectives and create an environment that encourages all voices to be heard, understood and appreciated. With this we know we can do great things.
AvalonBay makes employment decisions without regard to a person’s race, ethnicity, color, religion, sex, national origin, sexual orientation, gender identity, pregnancy (including childbirth, lactation or related medical conditions), age, physical or mental disability, genetic information (including characteristics or testing), citizenship status, military or veteran status, or any other status protected by the law.
For California residents, if you elect to apply to AvalonBay you accept the AvalonBay California Personnel Privacy Notice (https://www.avaloncommunities.com/california-personnel-privacy-notice/)
AvalonBay Communities, Inc., an equity REIT, has a long-term track record of developing, redeveloping, acquiring and managing distinctive apartment homes in some of the best U.S. markets, and delivering outsized, risk-adjusted returns to shareholders. With equal parts experience and vision, we’ve established a leadership position rooted in our purpose of creating a better way to live and that is always focused on building value for the long term.
Creating a better way to live is the purpose that binds AvalonBay associates. We take that purpose seriously and expect you will as well. By focusing on collaboration, innovation, and taking ownership of our choices and actions, we act in ways that focus on creating value for our customers, investors and associates. Your positive, professional, and consistent personal interactions make AvalonBay a great place to work.
The Role
The Manager, Retail Lease Administration is responsible for end-to-end retail lease administration across AvalonBay’s mixed-use portfolio, owning lease data integrity, billing accuracy, reconciliations, compliance deliverables, and tenant account administration.
This role will operate in a systems-driven, technology-enabled manner, leveraging MRI Commercial and connected platforms, automation, standardized workflows, dashboards, and AI-assisted document review and summarization (within company policy) to improve accuracy, scalability, and operational resilience. The Manager will partner closely with Accounting, the Customer Care Center, Cash Management, Legal, Residential Services, Asset Management, and Finance to ensure lease obligations are executed consistently, risks are surfaced early, and revenue is protected.
This role is well suited for a detail-oriented, solution-minded professional who takes pride in building clarity, consistency, and strong operating discipline. The ideal candidate thrives in an environment that values operational rigor, continuous improvement, and cross-functional partnership, and is comfortable working through complexity while contributing to a disciplined, high-performing operating environment.
Essential Responsibilities
- Own retail lease data integrity across systems of record, including MRI Commercial, ensuring accurate abstraction, critical dates, billing schedules, escalations, and lifecycle updates through routine audits and controls.
- Lead retail billing and accounts receivable operations, including variance analysis, delinquency review, corrective entries, and coordination with Accounting, Cash Management, and the Customer Care Center to resolve issues efficiently and consistently.
- Administer CAM, tax, insurance, and percentage rent processes, including reconciliations, tenant communications, billing updates, and maintenance of standardized templates, schedules, and audit-ready documentation.
- Serve as the primary operational point of contact for retail tenants on lease administration, billing, and ledger inquiries, resolving issues through documented procedures and escalating legal or policy interpretation as appropriate.
- Own ongoing tenant deliverables and compliance tracking, including certificates of insurance and other lease-required items, maintaining dashboards, follow-up processes, escalation paths, and audit trails.
- Maintain controlled tracking of key lease dates and obligations, including expirations, options, notices, reconciliations, and deliverables, ensuring reminders, workflows, and accountability are institutionalized.
- Design, document, and continuously improve lease administration workflows, SOPs, templates, controls, and operating rhythms, leveraging technology to reduce manual effort, improve consistency, and mitigate operational risk.
- Leverage automation and AI-assisted tools (within company policy) to improve abstraction accuracy, document review, reconciliations, and reporting, with appropriate human validation and controls.
- Develop and maintain recurring dashboards and reporting, surfacing risks, trends, and exceptions related to billing, AR aging, compliance, and key dates; communicate insights to leadership and cross-functional partners.
- Partner cross-functionally with Accounting, the Customer Care Center, Cash Management, Legal, Residential Services, Asset Management, and Finance, to support budgeting, forecasting, system enhancements, and operational alignment related to retail lease administration.
- All other tasks as assigned by the manager.
Minimum Qualifications:
- A Bachelor’s degree or equivalent relevant experience
- 5-8 years of commercial lease administration and billing/AR operations for retail (mixed-use preferred)
- Advanced MRI Commercial experience required (lease abstraction, billing setup, reporting, and data integrity)
- Experience with CAM/Tax/Insurance reconciliation and percentage rent Demonstrated experience implementing process improvements, SOPs, templates, controls and automation
- Demonstrated ability to lead operational change through standardization, documentation, and technology adoption
- Demonstrated ability to run a systems-driven lease administration function with strong controls and documentation
- Strong Excel/data skills (reconciliation models, variance checks, audit trails); experience with dashboards/reporting tools (ie Power BI) a plus
- Comfort using AI-assisted document review/summarization tools (within policy) to increase accuracy and reduce manual burden; AI expertise is a plus
- Ability to write and maintain SOPs, templates, and training guides; strong process discipline
- High attention to detail in time-sensitive billing and notice workflows Successfully resolves Tenant issues as demonstrated by past work experience. Performs moderate accounting procedures, finance equations, and reviews/edits/modifies legal documents
We know that our teams are the beating heart of our success and we’re committed to showing our appreciation.
We Offer
Comprehensive benefits — health, dental and vision, 401(k) with company match, paid vacation and holidays, tuition reimbursement, an employee stock purchase plan and more. Click on Benefits (https://jobs.avalonbay.com/benefits) for information.
Growth based on achievement and promotion from within.
Associate recognition (a company-wide recognition program that celebrates associate efforts and successes in contributing to the overall success of the organization – including destination awards, ‘AvalonBay’s Very Best’ recognition program and others!).
A 20% discount on our incredible apartment homes.
A culture built on purpose and our core values - A Commitment to Integrity, A Spirit of Caring, and A Focus on Continuous Improvement.
Additional Info
AvalonBay is proud to be an equal opportunity employer and is committed to an inclusive and diverse work environment free of discrimination and harassment. We believe that in order to achieve our purpose of creating a better way to live, we must recruit, develop and retain associates with a wide range of backgrounds, experiences and perspectives and create an environment that encourages all voices to be heard, understood and appreciated. With this we know we can do great things.
AvalonBay makes employment decisions without regard to a person’s race, ethnicity, color, religion, sex, national origin, sexual orientation, gender identity, pregnancy (including childbirth, lactation or related medical conditions), age, physical or mental disability, genetic information (including characteristics or testing), citizenship status, military or veteran status, or any other status protected by the law.
For California residents, if you elect to apply to AvalonBay you accept the AvalonBay California Personnel Privacy Notice (https://www.avaloncommunities.com/california-personnel-privacy-notice/)